Users and groups

A user is a person in the system. In a specific company or space, the person appears through membership in that company space. This membership carries the role, state, and metadata used for management and reporting.

What roles, states, and groups are good for

Membership in a space carries three things: a role, a state, and groups. Each answers a different question an administrator asks — who may do what, who is still here, and who has what to learn.

• A new colleague gets training by being put into a group. Someone joins the warehouse. You add them to the warehouse group, which has content assigned, and they receive the training with it. You do not assign courses one by one.
• Leaving does not erase a person’s history. Someone leaves the company. You revoke them; they no longer work in the space, but their completed training stays traceable for reporting and audit. When the auditor asks about last year’s safety training, you have the answer even for people who are gone.
• You hand administration on. The owner changes position. You change a colleague’s role to admin so they manage users, groups, and content — and before the owner leaves, they should have a replacement. The last owner does not leave without one.
• An integration relies on a stable identifier. You connect an HR system and people’s e-mail addresses change now and then. On import you match by personal_id, not by address. A change of address is then not a change of identity.

Before you create groups, give each one a single purpose — the recommended rule below says why. What to check for each of these tasks is in the common tasks table.

Roles in a space

Role	Typical meaning
owner	Space owner. Should not be left without a replacement.
admin	Manages users, groups, content, and operational settings.
student	Ordinary e-learning participant.
participant	Participant in specific scenarios, often events or courses.

Membership states

State	Client-facing meaning
invited	The user was invited but is not active yet.
pending	Transitional state waiting for a process to finish.
active	The user is active and can work in the space.
revoked	The user is archived or removed from the space.

A revoked user is not deleted like an ordinary object. Study history, reporting, and audit links must remain traceable.

Groups

Groups are used for:

• organizing users,
• bulk content assignment,
• distinguishing e-learning and blended learning scenarios,
• group leaders,
• invitation links and self-service entry.

Common tasks

Task	What to check
Invite a user	E-mail, role, state, and company-space membership are correct.
Import users	Identifier mapping is stable and failed rows are reviewed.
Add a user to a group	The user receives group-based learning if the group has assigned content.
Remove a user from a group	Learning state is checked because assignment sources can change.
Revoke a user	The user no longer participates actively, but historical reporting remains available.
Change a role	The new role matches what the person should manage or view.

Recommended client rule

A group should have a clear purpose. If one group means department, course, project, and access level at the same time, reporting and automation become hard to reason about.

Screenshot needs

• user list with filters,
• user detail with role, state, and metadata,
• group detail with members,
• group detail with assigned content.

Edge cases

• The last owner of a space should not be revoked without a replacement.
• A global user can be a member of multiple spaces.
• E-mail may not be the best long-term identifier. personal_id is often more stable for integrations.
• Adding or removing a user from a group can change their learning tasks.